Exception Report

Exception Report

Template Version 1v0 29/11/2010

EXCEPTION report

Version[PI1]: #

Date: #

Authors: #

Project Executive: #

Customer/User: #

Document Number:#

EXCEPTION REPORT[PI2]
Programme: / Project:
Author: / Date:

Purpose:[PI3]

This document has been produced to notify the Project Board of a deviation from the approved Stage Plan or Project Plan tolerance levels. Its purpose is to provide sufficient information for the Project Board to give direction (e.g. premature closure of the project, creation of an Exception Plan, making a concessionin the case of an off-specification, defer a decisionor other appropriate action).

Description of the Exception:[PI4]

Cause of the Exception:[PI5]

Consequences of the Deviation:[PI6]

The Available Options:[PI7]

Options Appraisal:[PI8]

Recommendation:[PI9]

Lessons:[PI10]

Decision by the Project Board:[PI11]

Direction from the Project Board Member:

Name:

Role:

Premature Close: / Comment: / Decision:
Produce Exception Plan: / Comment: / Decision:
Make a Concession:
(Off-specifications only) / Comment: / Decision:
Other: / Comment: / Decision:

The undersigned have checked this document against the following Quality Criteria:[PI12]

1. The Current Stage Plan accurately shows the ‘current’ status of budget and schedule.
2. The reasons for the deviation are adequately stated for decision support.
3. Implications on the Business Case have been properly considered.
4. The options have been properly analysed, including any risks associated with them.
5. A recommendation has been made for the most appropriate way to proceed.

Project Manager’s Signature:

Date:

© 2010 SPOCE Project Management Ltd

Exception_Report.doc Page 1

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[PI2]An Exception Report is produced when Stage Plan or Project Plan is forecast to exceed tolerance levels set. It is produced by the Project Manager to inform the Project Board members of the exception that has occurred and to obtain direction. If a Team Plan (Work Package level tolerance) is in exception, the Team Manager may send an issue to the Project Manager.

[PI3]A statement of the purpose of the Exception Report. The following is a “standard format” that may be used or adapted by the Project Manager:

[PI4]A brief statement/overview of the exception – the level to which the stage or project is forecast to exceed tolerance, the type(s) of tolerances forecast to be breeched, major modification to the project work or outcome required

[PI5]A description of the cause of the deviation from the current plan

[PI6]The impact the deviation has on the current Stage, the Project and corporate or programme management if the deviation is not addressed.

[PI7]A straightforward list of the options that have been considered to address the deviation and get the Plan back on course.

[PI8]The effect each option has on the Business Case, Risks, and Project & Stage Tolerances.

[PI9]Firm recommendation by the Project Manager, based on the available options and ‘why’ the chosen option is recommended

[PI10]Any additional information about what can be learned from this exception for this project and/or future projects.

[PI11]Each individual member of the Project Board (Senior User, Executive and Senior Supplier) must provide a recommended action based on the information provided by the Project Manager. This will provide direction to the Project Manager for the next action.

[PI12]This list should be edited to identify the Quality Criteria against which the undersigned have checked the content of the document. However the list represents the typical QC.